Admin and invoices
The books, tidy on their own.
Payments get matched to the bank as they land, and receipts get filed the day they're spent. Nothing gets typed twice.
Riverside Cafe
- 12 Sept, £68 in, matched
- 14 Sept, £22 fuel, matched
- 15 Sept, £340, not matched yetTo fix
- 16 Sept, £340, matched to invoice
- Books, tidy
4 fine1 to fix first
The problem
The bookkeeping that quietly piles up.
- 01
Receipts live in a shoebox, a van, or a photo on your phone nobody's filed yet.
- 02
Matching payments to the bank waits for a quiet afternoon that never quite comes around.
- 03
By the time the accountant asks, a whole month of it needs doing all at once.
- 04
The VAT return lands on you all in one go, at the worst possible moment.
What usually happens
- Bookkeeping gets done in a batch, once a month or once a quarter, all together.
- Receipts and invoices are typed in by hand, one at a time, from a pile that's built up.
- A payment that doesn't quite match sits unexplained until somebody finds the time to look.
- The books are only ever as current as the last time somebody actually sat down to it.
How we do it
- Payments are matched to the bank the moment they land, not gathered up once a month.
- A receipt is filed the day it's photographed, read and coded to the right category.
- Anything that doesn't quite match is flagged for you to check, rather than left unexplained.
- The books stay current all the time, so your accountant never gets handed a month at once.
How it works
The plan
- 01Show us
Which accounts system and bank feed you use now.
- 02We connect it
To Xero, QuickBooks or whichever accounts system you already have set up.
- 03It runs
Payments get matched and every receipt gets filed as they happen, day by day.
Always watching
It checks itself
Every match is checked against the bank feed itself, so nothing is ever coded on a guess. It also watches how the spending numbers move, month against month, quietly in the background.
- A payment that doesn't match anything, held for you to check rather than guessed atChecked
- The same receipt filed twice, caught and stopped before it doubles up in the booksChecked
- A spending category that's crept up month on month, worth you having a second lookChecked
- A gap between what the bank shows and what the books say, flagged early rather than lateChecked
What you get
What's included
- Payments matched to the bank as they land
- Receipts filed the day they're photographed
- Anything unmatched flagged for you, never guessed at
- Works inside Xero, QuickBooks or the system you already use
- Books that are always current, not caught up once a month
- A return ready for your accountant to sign off
- Spending you can see clearly, category by category
- One place to check exactly where the money's gone
For your IT teamThe technical side, for whoever looks after your systems.
- Connects to Xero, QuickBooks or the accounts system you already use through their own APIs.
- Bank feeds are matched to entries automatically, with anything unmatched flagged for a person to check.
- Receipts are read and coded from a photo, filed against the right category and job.
- Coding rules are set once and refined as corrections come in, so accuracy improves over time.
- Every match, correction and receipt is logged, for a full audit trail your accountant can follow.
- Encrypted in transit and at rest, hosted in UK or EU regions wherever the provider allows.
Questions.
Does this replace my accountant?
No. It keeps the books tidy through the month, and gets the return ready for your accountant to sign off.
Which software does it work with?
Xero, QuickBooks or the accounts system you already use, so nothing needs replacing.
What happens to a payment that doesn't match?
It's flagged for you to check, rather than coded on a guess.
Can it read a photo of a receipt?
Yes. It's filed and coded the day it's photographed.
How much does it cost?
It depends on how many transactions go through each month. After a short call, you get a clear price before anything is built.
Goes well with
Keep going
- Admin and invoices
Invoices sent the day the job finishes
Every invoice goes out the moment a job is marked done. Nobody has to remember to send it.
- Admin and invoices
Reports that build themselves
One line in, and the board pack builds itself from your own numbers, ready to check before the meeting.
- AI agents and systems
Joined up with the tools you already use
Slack, Xero, Google, Microsoft 365, WhatsApp, Zapier and more, connected into one system that moves information for you, so nothing is typed into more than one place.